Explain a produce-box substitution to customers
Name the original item and replacement, identify the affected box or date, and explain any verified customer options. A general crop-change notice should not replace private handling of an individual order issue.
Describe the substitution as a change, not an equivalent
Customers may plan meals around a box list, and a replacement may not meet the same preference or dietary need. Explain the changed item plainly. Avoid saying the replacement is ‘the same’ unless that describes the actual product and quantity accurately.
Check the box terms and packing decision before promising an opt-out, exchange, credit, or refund. If options differ by order, give the contact route rather than announcing one solution to everyone.
Before you send
- Confirm the original item, replacement, and affected share format.
- Identify the collection date and whether other contents change.
- Check the actual substitution policy and available options.
- Update the published contents list and brief the pickup team.
Message examples to adapt
These are original examples. Replace bracketed details and check every promise before using them.
Shared box change
Subject: [Farm] [date] box change: [replacement item]
In the [date, format] box, [replacement] will replace [original item] because [brief reason]. The remaining contents and [pickup window] are unchanged. Our confirmed options are [policy or contact route]. If this affects your order's needs, contact [details] before collection.
Private order option
Subject: A change to your [date] order [reference]
We cannot supply [original item] in order [reference]. We can offer [verified option], under [applicable terms]. Please contact [details] by [time] to confirm the next step. We will not assume the replacement meets your preferences.
Prevent conflicting contents lists
Update the place members check the box contents, not only the subscriber message. If the original list remains visible, label it with a correction or replace it with the final packed list.
Give the collection team the same explanation and order-specific exceptions through the private process. Avoid asking staff to infer exceptions from a general email thread.
Common questions
Should I explain crop problems in detail?
A short reason can help. Keep the change and customer action ahead of a lengthy harvest narrative.
Can this replace a food-safety notice?
This guide covers ordinary availability substitutions. For a safety issue, use the appropriate official and direct-contact procedures for the affected products.
Put this into practice
Announce the shared box change to relevant subscribers and resolve individual product needs through your order-contact route.
KeepMPosted collects subscribers through a QR signup page and sends updates by email or Telegram using prepaid credits. Customers can choose the message types you offer. You write and send each update; SMS and scheduled sending are not available.